Barclays Pension Funds Trustees Limited ("we" or "us") take your privacy seriously. We are registered on the public register of data controllers maintained by the Information Commissioner in the UK and are committed to complying with the UK’s Data Protection Act 1998 and any other applicable data protection legislation to ensure we properly protect your personal information (information which identifies you or is capable of doing so).
What information do you collect?
Your HR department has provided us (Barclays Pension Funds Trustees) with details needed to administer your benefits. This includes your:
- First name
- Middle name(s)
- Last name
- Date of birth
- National Insurance number
- Marital status
- Staff number
- Salary details
- Basic employment details (such as employment start/end dates, working hours, etc.)
- Contribution amounts.
In addition to this information, you may also provide us with:
- Details of your desired beneficiaries
- Changes to your information (such as address, email address, marital status, etc.)
- Birth/marriage certificates
- Divorce details
- Transfer details (in and/or out)
- Investment choices
- Details of other pension schemes you may have benefits with
- Information about your health.
What will you use my information for?
We will only use your information for the purpose of administering your pension benefits and payments. However, we may also share your information for other limited purposes listed in the next section.
Will you share my information with anyone else?
In order for us to administer your pension benefits and any payments, we will share your information with:
- Our administrator - for the day to day administration of your benefits
- Our actuary - for complex calculations, valuations of our assets and liabilities, and regulatory reporting
- Our auditors - to ensure our schemes and your benefits are being administered properly
- Our legal advisers - for advice and interpretation of law and regulations
- Barclays and its affiliates - for employment administration, payroll, performance and management purposes, and to enable you to receive information about services available to you, such as the Connection magazine and pensioner clubs in your area
- Government bodies and crime prevention organisations for the purposes of crime prevention and regulatory requirements.
- The Open Market Annuity Service (TOMAS) - to help you select an annuity when you retire
In addition, Government bodies such as the National Insurance Contribution Office (NICO) and the Department for Work and Pensions (DWP) may send us information about you; for example, about your contracted-out entitlement (NICO) or your State pension benefits (DWP). Fund managers will also send us information about the performance and growth of your investments.
Will you send my information outside the UK?
In order for us to administer your pension benefits, we will transfer your personal information (including sensitive personal information) outside of the European Economic Area (EEA). The EEA comprises those countries that are in the European Union (EU) and some other countries that are considered to have sufficient laws to ensure personal information is protected.
When transferring your information outside of the EEA, we will take steps to ensure the same levels of protection are in place as are applied within the EEA.
How will you store my information?
Your information will normally be stored electronically on our administrator’s database, workflow and document management systems. They may store your information in paper format whilst they work on it, but once complete, it will be scanned and stored electronically.
How long will you store my information?
Paper copy will be stored for 6 months after being scanned and will then be securely destroyed (with the exception of original legal documents such as birth/marriage certificates, which will be returned to you).
Scanned and other electronically held information will then normally continue to be stored for you after our liability to you ends. This enables us to respond to any subsequent queries that may arise in later years. Our liability to you will end when any of the following events occur:
- You transfer all your benefits from the UKRF to another pension arrangement
- You take your benefits as a lump sum (where your benefits are within certain limits)
- You pass away (where you don’t have any dependants)
- Your last dependant passes away (where you do have dependants to whom a benefit was payable in accordance with the UKRF trust deed and rules).
How will you keep my information safe?
We have various measures in place to protect your personal information:
- Staff credit, employment and criminal record history checks are completed before employment starts
- Completion of Data Protection and Records Management training is mandatory for new joiners and must be completed annually by existing staff
- Physical access to areas where your personal information is stored is controlled and regularly reviewed
- Access to all systems containing your personal information is controlled and regularly reviewed
Personal information is securely destroyed
- Use and disclosure of your personal information is strictly controlled to prevent inappropriate disclosure
- When transferring your personal information, encryption will be used to prevent unauthorised access
- Our suppliers are required to employ equivalent measures also.
What rights do I have?
You have the right to:
- Know what information we hold about you, how we use it, with whom we share it and the reasons for sharing it
- Request any inaccuracies in the information we hold about you to be corrected
- Request that information we hold about you is not used where it may cause you distress or harm (although you should be aware that exercising this right may mean we are unable to properly administer your pension benefits)
- Request not to receive marketing material
You can also request a copy of the personal information
held about you. If you wish to do this, you can write to
The Barclays Bank UK Retirement Fund
PO Box 709
RH1 9EG, UK
The Administrators will ask you to provide proof of identity before they send you your personal information to prevent unauthorised access. BPA may also charge a small administration fee for providing this information (of not more than £10).